Series VPRS 11244
TRIM Automated File Control System, Annual Single Number Files [Report Outputs]
About this Series Related Series Accessing the records in this Series
Date Range: Series 1987 - 1996
  Series in Custody 1987 - 1992
  Contents 1987 - 1992
Public Access: Open
Location: North Melbourne
Format of Records: Physical
 
Agency which created this SeriesAgency which created this Series
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Date Range Agency Title Agency Number
1987 - 1991 Department of Property and Services VA 430
1991 - 1995 Department of Finance (previously known as Ministry of Finance 1991-1992) VA 3016
1995 - 1996 Department of Treasury and Finance VA 3745
Agency currently responsible for this SeriesAgency currently responsible for this Series
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Date Range Agency Title Agency Number
1995 - cont Department of Treasury and Finance VA 3745
Description of this SeriesDescription of this Series
  • How to use the Records
    Step 1

    Call up the folder (i.e. Unit 1 of VPRS 11244/P1). This folder contains hard copy reports. Each report lists all files on various subjects, for example:
    FOI;
    Accommodation;
    Policy;
    Legislation, etc.

    Step 2

    Select the required report and scan through the files listed in that report and identify the appropriate file.

    Step 3

    Once you have identified the file and the file number, refer to the Records Description List for VPRS 2553 General Correspondence Files, and call up the unit that holds your file.

  • Function / Content
    This series comprises hard copy subject based reports generated from the Finance TRIM Database.

    The reports list all files on broad subjects based on function, e.g., files on F.O.I., Audit Reports, Policy, Accommodation, Legislation, etc.. This series was created to facilitate access to the central correspondence files created by the Department of Property and Services and the Department of Finance during the period 1987 to 1992. The correspondence files are located in VPRS 2553.

  • Recordkeeping System
    Separate reports on each subject group were generated. Within each group, files are listed in annual single number order.

    TRIM (Tower Records Information and Management) records management system

    The TRIM system commenced in 1987. From 1987, registration and indexing of files was accomplished using an automated records management package known as TRIM.

    TRIM consisted of the following modules:

    Registry File Manager
    Correspondence and Folio Manager
    Executive Mail Manager
    Fixed Asset Manager
    Mailing List Manager
    Departmental Delegations Manager
    Keyword Thesaurus Manager.

    The electronic system provided access to files :

    Central Correspondence files created by the Head Office Registry of the Department of Property and Services and later by the Department of Finance/D.T.F. during the period 1981 to 1986. (files on microfiche not located), 1987 to 1996 (located in VPRS 2553).

    Property files (including those created as part of the Property Division filing system (i.e. alpha-numeric system located in VPRS 11243 until 1993) and those created as part of central system (i.e. annual single number system located in VPRS 2553 from 1994.).

    The system allowed free text searches of file title contents to identify particular files.

    The system was used to generate reports in:

    file number order,
    alphabetical order by file name,
    file title order containing particular title words, or key words, etc.

    The TRIM system was used until 1996 when a new electronic system known as RecFind was introduced. Data from the TRIM system was migrated to the RecFind system.

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Indexes and RegistersIndexes and Registers
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Date Range Series Title Series Number
Controlled SeriesControlled Series
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Date Range Series Title Series Number
1987 - 1996 General Correspondence Files, Annual Single Number System VPRS 2553
Previous SeriesPrevious Series
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Transfer Date Series Title Series Number
Subsequent SeriesSubsequent Series
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Transfer Date Series Title Series Number
List/s of records in this seriesList/s of records in this series
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Consignment Number Contents Date Range Public Access No. of Units
P0001 1987 - 1992 Open 1
Indexes and RegistersIndexes and Registers
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Date Range Series Title Series Number
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